Setup Guide Microsoft Exchange Server · 2020-03-19 · 3 Setup Guide | Introduction CE as All ights eserved touchoneeu supportcuessteco Introduction Description This document is

Setup GuideMicrosoft Exchange Server

19.03.2020

for firmware 20

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Setup Guide | Contents

© CUE, a.s. | All Rights Reserved. | www.touchone.eu | [email protected]

2 Contents

3 Introduction3 Description3 Requirements for Microsoft Exchange Server 2007/2010/2013/20163 Settings

4 Account setting in Microsoft Exchange Server4 Introduction4 Creating a service account6 Creating a room account

10 touchONE panels configuration10 The first panel setting14 Adding more panels

Contents

3

Setup Guide | Introduction


IntroductionDescription

This document is intended for users of Microsoft Exchange Server 2007/2010/2013/2013. It describes the process of setting up accounts in the Exchange Server and settings of touchONE panels working with this service. Before you start, read the touchONE - Essential Setup or touchONE-manager - On-premises Administration guide, depending on which system administration you will use. There you will find basic information on the reservation system touchONE and a description of the common settings of the panels.

Requirements for Microsoft Exchange Server 2007/2010/2013/2016For proper functionality of the touchONE reservation system it is necessary to ensure the following:

• Service accounts and room (resource) accounts: it is necessary to have at least one service account for every 9 rooms (Exchange 2007, 2010) or for every 25 rooms (Exchange 2013, 2016) managed with touchONE reservation system

• It is necessary to have enabled service EWS (Exchange Web Services). This service is enabled by default.

• The EWS service is provided on the Exchange server using the Internet Information Services (IIS) Web server. IIS must be in version 7.5 or later.

SettingsIn order to set the touchONE system, it is necessary to:

1. Prepare an accounts on the Microsoft Exchange Server.2. Configure the touchONE panels.

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Setup Guide | Account setting in Microsoft Exchange Server


Account setting in Microsoft Exchange ServerIntroduction

It is necessary to set the following accounts in Microsoft Exchange Server: ▪ Room accounts: There is an email account of MEETING ROOM or RESOURCE kind designated for room scheduling in

Exchange Server. The touchONE system uses the calendar of this account for arranging meetings in the particular room. ▪ Service account: This is a typical user email account with read-and-write access to the calendars of rooms accounts.

The touchONE system uses the service account for accessing the rooms calendars. That is because the original rooms accounts cannot administrate themselves.

▪ The maximum number of rooms managed by one service account is listed in the following table. This restriction arises because, by default, Exchange Server has a limit on the maximum concurrent access to the account at one time, given by the EWSMaxConcurrency parameter.

Exchange server version Maximum recommended number of rooms managed using one service account

Default EWSMaxConcurrency value

2007, 2010 9 10

2013, 2016 25 27

You can find further information on https://docs.microsoft.com/en-us/exchange/client-developer/exchange-web-services/ews-throttling-in-exchange. Here the maximum number of simultaneous accesses is set by EWSMaxConcurrency parameter. In case you need to manage more rooms, either use more service accounts or change the EWSMaxConcurrency parameter in detailed administrator settings (if allowed by your Exchange Server license).

Creating a service accountTo create accounts, you must have administrator access to Exchange Server setup. The procedure described below may differ slightly in various versions of Exchange Server. Examples here are for the fictitious Contoso company.

1. Create a user account in Active Directory (or more accounts if needed, according to number of rooms and the set-up EWSMAXConcurrency parameter). Note down the account password and the organisational unit (OU) where you have placed the account or accounts, because you may need it later. Here is an example of an account:

User logon name First name Last name

touchone Touch One

2. Turn on the Exchange Management Console and log in under your administrator account.3. Go to item “Recipient Configuration - Mailbox“.

(mail.contoso.local)

4. Using the right-click, open the context menu and select “New mailbox”.

https://docs.microsoft.com/en-us/exchange/client-developer/exchange-web-services/ews-throttling-in-exchange

https://docs.microsoft.com/en-us/exchange/client-developer/exchange-web-services/ews-throttling-in-exchange

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5. Select “User mailbox” and click on “Next”.

6. On the next screen select “Existing users” and add a user (service) account you have created in Active Directory. Continue by tapping “Next”.

Touch One contoso.local/MyBusiness/U...

7. Enter an alias for this account (e.g. “touchONE”) and continue by tapping “Next”.

touchONE

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8. Now the mailbox of the user (service) account is prepared and you can create it by tapping “New“.

Touch One

touchONE

9. If the service account has been created successfully, you will see the following screen. You can end the setup by tapping “Finish”.

Exchange Management Shell command completed: Enable-Mailbox -Identity ‘contoso.local/MyBusiness/Users/SBSUsers/Touch One’ -Alias ‘touchONE’ Elapsed Time: 00:00:06

Designer

Note: Creating account may take some time.

Creating a room account1. Turn on the Exchange Management Console and log in under your administrator account.2. Go to item “Recipient Configuration - Mailbox“.

(mail.contoso.local)

3. Using the right-click, open the context menu and select “New mailbox“.

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4. Select “Room Mailbox” and click “Next”.

5. On the next screen select “New user” and click “Next”.

6. Here enter the room name (e.g. “Demo Room”). Select the organisational unit (OU) in which you want to save the room account (e.g. “contoso.local”). Then enter the logon name of the room account, e.g. “demoroom”. Note down the complete User Logon Name / User Principal Name (e.g. [email protected]). You will later need this name in setting touchONE panels (see Room email). Continue by tapping “Next”.

cue.local

Demo Room

demoroom

demoroom

@cue.local

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7. Enter an alias for room account, e.g. “demoroom”, and click”Next”.

demoroom

8. Now the mailbox of the room account is prepared and you can create it by tapping “New“.

Mailbox type: Room Mailbox User doesn’t need to change password at next logon Organizational unit: contoso.local User Name: Demo Room User logon name (User Principal Name): [email protected] User logon name (pre-Windows 2000): demoroom Alias: demoroom

Demo Room

9. If the room account has been created successfully, you will see the following screen. You can end the setup by tapping “Finish“.

Demo Room

Exchange Management Shell command completed: New-Mailbox -Name ‘Demo Room‘ -Alias ‘demoroom‘ -OrganizationalUnit ‘contoso.local‘ -UserPrincipalName ‘[email protected]‘ -SamAccountName ‘demoroom‘ -FirstName ‘‘ -Initials ‘‘ -LastName ‘‘ -Room Elapsed Time: 00:00:03

Note: Creating account may take some time.

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10. Now it is necessary to set access rights and other account properties by means of Exchange Management Shell. Start the Exchange Management Shell as administrator (“Run as administrator”) and log in under your admin account. Exchange Management Shell is usually started using remote connection of the Exchange Server desktop (RDP-connection, Remote Desktop Protocol). In the following command lines replace the expression <RESOURCEMAILBOX> by the room account (e.g. “demoroom”). Similarly, replace <SERVICEMAILBOX> by the service account (e.g. “touchone”).

11. By the first command set the room account so that it automatically accepts all meeting requests as long as they do not collide with other meetings:

▪ Set-CalendarProcessing -Identity <RESOURCEMAILBOX> -AutomateProcessing AutoAccept ▪ Example: Set-CalendarProcessing -Identity „demoroom“ -AutomateProcessing AutoAccept

12. By the next command set the service account rights for reading and writing into the calendar of the room account: ▪ Add-MailBoxPermission -Identity <RESOURCEMAILBOX> -User <SERVICEMAILBOX> -AccessRights FullAccess ▪ Example: Add-MailBoxPermission -Identity „demoroom“ -User „touchone“ -AccessRights FullAccess

13. The following command will set the room account so that the actual subject of a meeting will be displayed in the “Subject” field, not its organizer:

▪ Set-CalendarProcessing -Identity <RESOURCEMAILBOX> -DeleteSubject $False -AddOrganizerToSubject $False ▪ Příklad: Set-CalendarProcessing -Identity „demoroom“ -DeleteSubject $False -AddOrganizerToSubject $False

14. The following command will set the room account so that after cancelling a meeting, it will be erased, not just marked as “Cancelled”:

▪ Set-CalendarProcessing -Identity <RESOURCEMAILBOX> -RemoveOldMeetingMessages $True ▪ Example: Set-CalendarProcessing -Identity „demoroom“ -RemoveOldMeetingMessages $True

15. This command sets the room account in such a way that meetings that were called as private (and that are displayed as private on participants’ calendars) will also be displayed as private on the room calendar:

▪ Set-CalendarProcessing -Identity <RESOURCEMAILBOX> -RemovePrivateProperty $False ▪ Example: Set-CalendarProcessing -Identity „demoroom“ -RemovePrivateProperty $False

16. You can verify the successfulness of the settings through this command. ▪ Get-CalendarProcessing -Identity <RESOURCEMAILBOX> | Format-List ▪ Example: Get-CalendarProcessing -Identity „demoroom“ | Format-List

17. After you set all accounts use the following command to exit. ▪ exit

Now the basic setting of the accounts is finished. You can continue by setting the touchONE touchpanels.

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Setup Guide | touchONE panels configuration


touchONE panels configurationThis chapter describes how to set up the reservation system units using Essential Setup. If your system is managed with On-premises Administration, follow the touchONE-manager - On-premises Administration guide.

The first panel settingAfter switching on the first touchONE system panel, the following screen will appear:

touchONE-12-B_CS0495.R04.000040

You can change the user interface language of the panel in “Language”. Touch the red-marked field and a list of available languages appears. Choose your preferred language.

In the default setting the panel is enabled to obtain the IP address and DNS servers using your network’s DHCP. Under the item “Current IP settings” you can check whether the assigned addresses correspond with your network. If this setting does not meet your requirements, you can change it according to the instructions in the touchONE - Essential Setup guide, the chapter IP settings. At this point there is no need to change the item “Magic name”, the function of which is also explained in the above-mentioned chapter.

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Now you can create a new reservation suite just by tapping on “Create new reservation suite”.

touchONE-12-B_CS0495.R04.000040

Panels connected to the same reservation suite share their settings, e.g. if you need to change the user account password, you can just do it on one panel and all the other ones within the same reservation suite will adopt the change automatically. The reservation suite name and password serve for mutual identification of units. The password is also used for accessing the units’ settings. At first touch field “Select server type“ and select “Exchange 2007/2010/20013/2016“.

touchONE_demo

Now enter the reservation suite name and password. You need to confirm the password by entering it twice (“Enter Password” and “Reenter Password”). The entered passwords must be identical. Keyboard appears after tapping any of the red-marked fields. When you enter the name or password, press Enter on the keyboard. Confirm the creation of the new reservation suite by tapping “Create”.

touchONE_demo

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A window will pop up in which you can see the server address. Press “+” and enter the Exchange Server address. You can either enter the public IP address (if the server is accessible at this address, e.g. “123.45.67.89”), the internal IP address in LAN network (e.g.”192.168.1.2.), the local name of the server (e.g. “mail.contoso.local”) or the global name of the server (if there is a DNS record for it, e.g. “exchange.contoso.com”). In the “Communication timeout” item, enter the maximum time to wait for the server response. If the server does not respond by this time, it is evaluated as a communication error. If proxy server is required to access your exchange server, select “Yes” in the item “Use proxy server”. You can test the connection with server by pressing “Test”. Continue by tapping “Next”.

mail.contoso.local

Enter the service account name and password on the next screen. Keyboard will appear when you tap “+”, so that you can enter service account (e.g. “touchone”). It is also possible that the service account will need to be entered in the domain/account format (e.g. “contoso/touchone”), depending on the Exchange server settings. Now enter the service account password and you can test the service account by means of the “Test” button. Continue by tapping “Next”.

touchone

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The last thing to do is setting the room account. Press “+” in the “Room email” command line and enter the email of the room account (e.g. “[email protected]”). The email has to be entered in the same format in which it was shown in the item User Logon Name / User Principal Name during the creating of the account, i.e. do not use the public email address (e.g. “[email protected]“), if this public address is not identical with the User Principal Name. In the field “Displayed room name” you can enter the room name in the format in which it will be shown on the touchONE panel. In the items “Server” and “Service account” there are pre-filled server address and the service account which you have set in the previous steps. You can test the room account by tapping “Test”.

In the item “Area” you can use the “+” button to create a list of areas (e.g. “First floor”, “Second floor”) and then assign the room to one of them. This enables users to filter search results when looking for a free room, as they can limit the search only to certain areas.

You can use the “OK” button to save the configuration and start working with the touchONE panel. For further information please see the touchONE - Essential Setup guide, the chapter Detailed touchONE panel settings.

[email protected]

DEMO ROOM

mail.contoso.local

touchone

First floor

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Adding more panelsOnce you have set the first panel and created a new reservation suite, you may add more panels to this suite. Connect another panel to your network. The opening screen will appear on the panel. Identically as when setting the first panel, you can change the language and IP settings. Then tap “Join the existing reservation suite”.

Note: In order to join a panel to an existing reservation suite, at least one other panel connected to this suite needs to be switched on.

touchONE-12-B_CS0495.R04.000040

On the next screen, press the “Find reservation suite and join” button. In the above-described way of administration by Essential Setup, the buttons “Join the reservation suite manually” and “Join the touchONE-admin“ are not used.

On the next screen choose which reservation suite you want to join to, in case you manage more of them (“Choose reservation suite” item), and enter the password (“Enter password” item) you have chosen during the creation of the suite. Continue by tapping “Join”.

touchONE_demo

Note: This is the only way of joining the existing reservation suite. Even if you create a new reservation suite with the same name and password, it will be considered a different one.

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The next screen (“Room settings”) allows you to add another room account email address (“+” button) or choose from existing rooms (by tapping “Room email” a list of earlier-defined rooms expands). In the field “Displayed room name” you can enter the room name which will be shown on the touchONE panel.

[email protected]

DEMO ROOM 2

mail.contoso.local

touchone

First floor

If you want to use a different service account for a specific room, tap “...” next to “Service account”. It will take you to the service accounts settings where you can add more accounts. When you return to this screen, tap the service account field. Already-defined account list expands so that you can choose one.

In the item “Area” you can use the “+” button to create a list of areas (e.g. “1st floor”, “2nd floor”) and then assign the room to one of them. This enables users to filter search results when looking for a free room, as they can limit the search only to certain areas.

You can proceed in a similar way (in the „Server“ line) if you want to use another Exchange Server for the given room. You can test the room account by tapping “Test”. Finish setting the panel by tapping “OK” or proceed to detailed panel settings by tapping “Next”. You can find the description of detailed panel settings in the document touchONE - Essential Setup, the chapter Detailed touchONE panel settings.

In case you need to change the configuration of a panel which is already set, connected to the reservation suite and in normal operation, tap and hold the panel in the left part of the room name area for about 5 seconds until keyboard appears along with “Enter password” notice. Enter the password you have chosen during the creation of the reservation suite. In this way you will enter the settings pages. For further information please see the touchONE - Essential Setup guide, the chapter Detailed touchONE panel settings.

Documents

Setup Guide Microsoft Exchange Server · 2020-03-19 · 3 Setup Guide | Introduction CE as All ights eserved touchoneeu supportcuessteco Introduction Description This document is